PayPunch User Guide Time and Attendance Tracking System Copyright 2004-2008 Xpress Software, Inc. All rights reserved.
Table of Contents Table of Contents CHAPTER 1 INTRODUCTION... 1-1 INTENDED AUDIENCE... 1-1 WHAT S NEW?... 1-1 LICENSING... 1-2 CHAPTER 2 INSTALLING PAYPUNCH... 2-1 MINIMUM SYSTEM REQUIREMENTS... 2-1 DOWNLOADING AND RUNNING THE INSTALLATION WIZARD... 2-1 REGISTERING YOUR PAYPUNCH SOFTWARE... 2-4 CHAPTER 3 USER MANAGEMENT (ENTERPRISE EDITION ONLY)... 3-1 DEFINING USER PERMISSIONS... 3-1 ADDING, MODIFYING, OR DELETING PROGRAM USERS... 3-2 Adding a New User... 3-2 Editing a User... 3-4 Deleting a User... 3-5 CHAPTER 4 GETTING STARTED... 4-1 PAYPUNCH ORGANIZATION SET-UP WORKFLOW AND DAILY ACTIVITIES... 4-1 PAYPUNCH MAIN WINDOW... 4-2 Top Menu... 4-2 Companies Tab... 4-5 Employees Tab... 4-5 Reports Tab... 4-6 Tools Tab... 4-6 Help Tab... 4-7 Left Menu Pane... 4-8 Employee Tree... 4-9 Right Pane... 4-11 Accounting Period Pane (Professional and Enterprise Editions Only)... 4-11 Additional Information in the Right-Side Pane... 4-12 CREATING YOUR ORGANIZATION STRUCTURE... 4-13 CHAPTER 5 MANAGING COMPANIES... 5-1 ADDING COMPANIES... 5-1 Company Details... 5-2 Overtime Tab (PayPunch Enterprise Edition Only)... 5-3 Accounting Period Tab (PayPunch Enterprise Edition Only)... 5-3 Using Program Settings to Set Common Company Parameters... 5-5 EDITING COMPANIES... 5-6 DELETING COMPANIES... 5-6 CHAPTER 6 MANAGING DEPARTMENTS... 6-1 ADDING DEPARTMENTS... 6-1 EDITING DEPARTMENTS... 6-2 PayPunch User Guide.doc ii
Table of Contents DELETING DEPARTMENTS... 6-3 CHAPTER 7 MANAGING EMPLOYEES... 7-1 ADDING EMPLOYEES... 7-1 EDITING EMPLOYEES... 7-3 Placing an Employee on Inactive Status... 7-4 DELETING EMPLOYEES... 7-5 SORTING THE EMPLOYEES LIST... 7-6 Sort by Employee ID... 7-7 Sort by Last Name... 7-7 Sort by First Name... 7-8 Sort by Active or Inactive Status... 7-8 CHAPTER 8 MANAGING SHIFTS (PROFESSIONAL AND ENTERPRISE EDITIONS ONLY) 8-1 CREATING SHIFTS AND ROUNDING DETAILS... 8-1 Rounding Details... 8-4 Block Rounding Rules (PayPunch Enterprise Edition Only)... 8-5 EDITING SHIFTS... 8-6 DELETING SHIFTS... 8-6 ASSIGNING SHIFTS... 8-7 CHAPTER 9 MANAGING EXCEPTIONS (ENTERPRISE EDITION ONLY)... 9-1 CREATING EXCEPTIONS... 9-1 EDITING EXCEPTIONS... 9-3 DELETING EXCEPTIONS... 9-3 ASSIGNING EXCEPTIONS... 9-4 CHAPTER 10 REGISTERING EMPLOYEE ATTENDANCE... 10-1 ADDING A REGISTRATION... 10-2 EDITING A REGISTRATION... 10-3 DELETING A REGISTRATION... 10-4 VIEWING ATTENDANCE CHANGE HISTORY... 10-5 SHOWING DELETED REGISTRATIONS... 10-7 CHAPTER 11 GENERATING REPORTS... 11-1 TIME CARD REPORT... 11-3 INCONSISTENCY REPORT... 11-6 ON SITE STATUS REPORT... 11-7 ACCESS TIME REPORT... 11-8 ABSENCE REPORT... 11-9 LATECOMERS REPORT... 11-10 EARLY OUT REPORT... 11-11 SAVED HOURS REPORT... 11-12 EMPLOYEE SCHEDULE REPORT... 11-13 TIME CARD EXPORT REPORT... 11-15 CUSTOM REPORTS... 11-18 CHAPTER 12 OBTAINING TECHNICAL ASSISTANCE... 12-1 PayPunch User Guide.doc iii
Table of Contents PayPunch User Guide.doc iv
Introduction Chapter 1 Introduction PayPunch is a feature-rich time and attendance tracking software that works with a biometric device to track: Employee start and stop work times Absences Tardiness Overtime Holidays Vacations The purpose of this document is to guide you through the process of setting up your organization structure in PayPunch, creating reports, and managing employee time and attendance. Intended Audience This guide is for administrators, managers, supervisors, or anyone who is responsible for setting up, managing, or monitoring the PayPunch attendance tracking software and PayPunch reports. What s New? PayPunch, version 7, provides the following new or modified software changes: New User Interface PayPunch appearance changes from MS Office 2003 to MS Office 2007. (All Editions) Report Editor Provides the ability to modify current reports or create new reports. (Enterprise Edition) Exceptions New capability exists to mark if exception hours should be counted towards overtime or not. (Enterprise Edition) User Management Two new roles added: Department Supervisor and Department User. (Enterprise Edition) Custom Accounting Period You can create custom time periods. (Enterprise Edition) PayPunch User Guide.doc 1-1
Introduction History Tracking Retains a history of manual changes in the system to the Employee Attendance and provides rollback capabilities. (Enterprise Edition) Overtime Calculations Automatically calculate overtime hours (Professional and Enterprise Editions) Customizable Export Allows exporting to custom Excel or CSV formats. (You can customize the export to match your accounting software such as ADP, QuickBooks, and more.) (Professional and Enterprise Editions) Licensing The number of PayPunch licenses purchased is based on the number of active employees. When an employee leaves the company, a new-hire can get the terminated employee s PayPunch License to avoid purchasing additional licenses. For more information, see Chapter 7, Managing Employees. PayPunch User Guide.doc 1-2
Installing PayPunch Chapter 2 Installing PayPunch Minimum System Requirements Before you begin, make sure your system meets the following minimum requirements: Microsoft Windows NT, 2000, XP, 2003, or Vista Framework 2.0 IBM compatible CPU with 300 MHz Intel Pentium processor, or faster 64 MB RAM (256 MB recommended) 50 MB free hard disk space 800 x 600 screen resolution with 16-bit high color, or above 10/100 MB network interface card Windows compatible printer Downloading and Running the Installation Wizard Use the following procedure to download and install PayPunch. PayPunch User Guide.doc 2-1
Installing PayPunch To Install PayPunch: 1. Download the program from the following URL: www.paypunch.com/download.asp 2. Click on the installation file to begin the installation. 3. Click Run to begin the installation. The Installation Wizard window displays. 4. Click Next. 5. If you agree to the License Agreement, click the Yes check box and click Next. 6. Continue following the directions in the Installation Wizard. PayPunch is successfully installed when the following Installation Complete window displays. PayPunch User Guide.doc 2-2
Installing PayPunch 7. Click Finish to end the Installation Wizard and run PayPunch. Note: If you do not want to run PayPunch after the installation, click the Run PayPunch Enterprise check box to uncheck the box and click Finish. PayPunch User Guide.doc 2-3
Installing PayPunch Registering Your PayPunch Software Use the following procedure to register your PayPunch Enterprise software. To Register PayPunch: 1. After you receive an email with the license key, save the attached.xml file anywhere on your computer. 2. Start PayPunch. 3. If you are launching PayPunch for the first time, create your username and password. 4. From the top menu, click the Help tab. 5. Locate and select the.xml file you saved in Step 1. 6. Click Open. 7. Your PayPunch software is registered. Note for Windows Vista Users: In order to install the license key, administrator privileges are required. Use the following steps to start the PayPunch program as Administrator. PayPunch User Guide.doc 2-4
Installing PayPunch 1. After you receive an email with the license key, save the attached.xml file anywhere on your computer. 2. Right-click the PayPunch icon and select Run as administrator. 3. If you are launching PayPunch for the first time, create your username and password. 4. From the top menu, click the Help tab. 5. Locate and select the.xml file you saved in Step 1. 6. Click Open. 7. Your PayPunch software is registered. Refer to the user manual for the Universal Biometric Driver for information on ensuring your connection gets established between the computer and the biometric device(s). PayPunch User Guide.doc 2-5
User Management Chapter 3 Only) User Management (Enterprise Edition This section covers managing PayPunch user access privileges. From the User Management button in the Tools tab, you can to add, modify, or delete employees who are allowed to access the PayPunch software; or change passwords. Defining User Permissions The following table describes user roles and their corresponding access privileges. Role General Supervisor General User Company Supervisor Company User Department Supervisor Department User Access Privileges Administrator rights to all companies. The General Supervisor assigns all of the roles; including their login IDs and password. Read-only rights to run reports. The General User can view all companies, but cannot make any changes. Administrator rights to one company. Read-only rights for only one company and they can run reports for that company. Administrator rights to only their assigned department; not all departments. Read-only rights to their assigned department in order to run reports. PayPunch User Guide.doc 3-1
User Management Adding, Modifying, or Deleting Program Users This section describes how to: Add a User Edit a User Delete a User Adding a New User Use the following procedure to add a new user login. 1 Click the Tools tab in the top menu pane. 2 Click User Management. The following PayPunch [User Management] window displays. This example shows a General Supervisor and Company Supervisor. Use the icons from the top left to Add, Edit, or Delete a user. PayPunch User Guide.doc 3-2
User Management 3 Click Add. The following Create New Login window displays. 4 Complete the information. 5 From the pull-down menu, choose the Role. Depending on the role you choose, the Company and Department may require a choice from the pull-down menus. If a Role requires permission to a specific Company or Department, choose the appropriate permission for the role. 6 Click OK to add the role or Cancel to discard the entry. PayPunch User Guide.doc 3-3
User Management Editing a User Use this procedure to change role assignments or passwords. 1 Click the Tools tab in the top menu pane. 2 Click User Management. The PayPunch [User Management] window displays. 3 Click Edit. The Edit selected Login window displays. 4 Make any necessary changes. 5 Click OK to save the changes or Cancel all changes. PayPunch User Guide.doc 3-4
User Management Deleting a User Use this procedure to delete role assignments or passwords. 1 Click the Tools tab in the top menu pane. 2 Click User Management. The PayPunch [User Management] window displays. 3 Click Delete. The Delete account window displays. 4 Click Yes to delete the user or No to keep the user name. PayPunch User Guide.doc 3-5
Getting Started Chapter 4 Getting Started This section provides a fast start to using the main features of PayPunch. PayPunch Organization Set-Up Workflow and Daily Activities The following illustrates the process to follow when you set up your PayPunch organizational structure; and the process flow of activities that could be performed on a daily basis. PayPunch User Guide.doc 4-1
Getting Started PayPunch Main Window The PayPunch main window is divided into several sections. The window panes change according to the task you are performing. Top Menu Whether you use the top menu or the Left Menu Pane to perform tasks in PayPunch is simply a matter of preference. Using either provides the same results. PayPunch User Guide.doc 4-2
Getting Started The following table describes each item from the left side of the top menu. Item Description 1 Click the PayPunch button to Refresh the window, Exit PayPunch; or perform an Add, Edit, or Delete of a selected company, employee, shift, or exception. 2 Click the Refresh button to refresh your window. 3 Click this button to set the common Company Parameters from any window view. (For more information, see Chapter 5, Managing Companies.) Note: The Track changes option is available only in the Professional and Enterprise Editions. 4 Click this button to contact technical support via email. PayPunch User Guide.doc 4-3
Getting Started The following displays the pull-down menu located next to the technical support icon. Use these selections to customize your menu bar according to your preferences. On the top right side of the menu, click the Language pull-down menu to select a language preference for viewing the PayPunch program. You can request a translation of the program into your local language by contacting sales@paypunch.com. Click the Information icon to view information about your PayPunch software, such as the version, links to the web site, and an email link to technical support. The following About window displays. PayPunch User Guide.doc 4-4
Getting Started Companies Tab Click the Companies tab to add, modify, or delete companies or departments; and assign shifts or exceptions to companies, departments, and employees. Employees Tab Click the Employees tab to add, modify, or delete employees; assign shifts or exceptions to employees; and view employee attendance. PayPunch User Guide.doc 4-5
Getting Started Reports Tab For information on the Reports options, see Chapter 11, Generating Reports on page 11-1. Tools Tab The following table describes the Tools options. Option User Management Time Calculation Time Format Database Description See Chapter 3, User Management for detailed information. Advanced (Using Shifts) Simple (No Shifts/No Exceptions) Access Control (Controls who walks through the door). Select from Civilian (AM/PM) or Military (24 Hr). Displays the path to the database file and allows you to test the connection. PayPunch User Guide.doc 4-6
Getting Started Option Description Database Update Path to the database script for upgrades. Do NOT use this option unless you are specifically instructed to do so by the Technical Support team. Program Settings Click this button to set the Common Company Parameters. (For more information, see Chapter 5, Managing Companies. Note: The Track changes option is available only in the Professional and Enterprise Editions. Help Tab Click the Help tab for links to helpful information and registering your license key. For more information on the Install License Key button, see Registering Your PayPunch Software on page 2-4. PayPunch User Guide.doc 4-7
Getting Started Left Menu Pane The PayPunch left menu pane simply provides another alternative for selecting tasks versus clicking tabs from the top menu. The following display shows that the Companies tab was selected from the top menu followed by clicking Edit Companies. The choices to add, edit, or delete a company display in the Operations pane and the Companies tab gets highlighted in the lower pane. PayPunch User Guide.doc 4-8
Getting Started However, the reverse is not true. For example, you clicked the Employees tab in the top menu to make changes. Then you decide to edit your companies by clicking the Companies tab in the lower left pane. The Employees tab information remains displayed in the top menu even though you are working in the Companies Edit window, which is ok. Employee Tree The center pane of the PayPunch main window is the Employee Tree, which displays the companies, departments, and employees. PayPunch User Guide.doc 4-9
Getting Started The Employee Tree display remains the same except when you are assigning shifts and exceptions; at which point check boxes appear next to the companies, departments, and employees. PayPunch User Guide.doc 4-10
Getting Started Right Pane The right-side menu pane displays information relevant to the task you are performing; such as working hours, departments, employees, shifts, and exceptions. The following display shows an example of the right-side pane when you are working with Companies. Accounting Period Pane (Professional and Enterprise Editions Only) The Accounting Period pane is located in the lower section of the right-side menu pane. PayPunch User Guide.doc 4-11
Getting Started The following table describes the Date Range selections listed in the pull-down menu. Date Range Selection User defined Current week (Professional and Enterprise Editions Only) Current month (Professional and Enterprise Editions Only) Current Custom Period (Enterprise Edition Only) Previous Custom Period (Enterprise Edition Only) Description Select a range of dates to set or retrieve information in the From and To fields. Automatically completes the date fields for the current week. Automatically completes the date fields for the current month. Automatically completes the date for the current custom period. Automatically completes the date for the previous custom period. Additional Information in the Right-Side Pane The following displays how the right-side pane gets divided into the following three sections when you are working with shift assignments and exceptions: Shifts Shift Assignment Accounting Period PayPunch User Guide.doc 4-12
Getting Started Instructions on how to use these sections are in the Chapter 8, Managing Shifts on page 8-1. Creating Your Organization Structure The following sections detail how to set up your PayPunch software to reflect your organization structure. Companies Departments Employees Shifts/Assignments (Professional and Enterprise Editions Only) Exceptions/Assignments (Enterprise Edition Only) Registering Employee Attendance PayPunch User Guide.doc 4-13
Managing Companies Chapter 5 Managing Companies This section details the following tasks for managing companies: Add Companies Edit Companies Delete Companies Adding Companies PayPunch supports one or more number of companies. Each company can have their own set of shifts, exceptions, and overtime settings. To Add a Company: 1 Click Companies from the lower left menu, or from the top menu, click Companies > Edit Companies. PayPunch User Guide.doc 5-1
Managing Companies 2 From the left menu, click Add Company. The following PayPunch [Company Add] window displays in the Company Details tab, along with the Overtime tab and Accounting Period tab. Company Details 3 Complete the Company Details fields. 4 Click the Overtime tab and the Accounting Period tab (Enterprise Edition only) to set those parameters. 5 Click Add to add the company and continue adding more companies or click OK to add the company and end the Company Add session. Click Cancel to close the window and discard any current entry. Note: If you clicked Add and added several companies, then clicked Cancel, only the current entry gets canceled. The entries prior to canceling do not get discarded and are added to the Employee Tree window pane and Companies pane. PayPunch User Guide.doc 5-2
Managing Companies Overtime Tab (PayPunch Enterprise Edition Only) 6 Set the overtime for each company. Click the Overtime tab to specify Weekly or Daily overtime hours per company; or No Overtime. 7 Click the Accounting Period tab (Enterprise Edition only) to set those parameters or go to Step 8. 8 Click Add to add the company and continue adding more companies or click OK to add the company and end the Company Add session. Click Cancel to close the window and discard any current entry. Note: If you clicked Add and added several companies, then clicked Cancel, only the current entry gets canceled. The entries prior to canceling do not get discarded and are added to the Employee Tree window pane and Companies pane. Accounting Period Tab (PayPunch Enterprise Edition Only) Using the Accounting Period tab, you can select the first day of the week when you want your pay period to begin or choose the System settings, as shown in the following illustration. You can also set a Custom Accounting Period to specify when your Accounting Period begins and designate the number of days for that period. For more information, see the section on the Accounting Period Pane. PayPunch User Guide.doc 5-3
Managing Companies Click Add to add the company and continue adding more companies or click OK to add the company and end the Company Add session. Click Cancel to close the window and discard any current entry. Note: If you clicked Add and added several companies, then clicked Cancel, only the current entry gets canceled. The entries prior to canceling do not get discarded and are added to the Employee Tree window pane and Companies pane. PayPunch User Guide.doc 5-4
Managing Companies Using Program Settings to Set Common Company Parameters Use the Program Settings button to set common parameters for all companies and departments. 1 Click the Program Settings button from the top left menu as shown in the following display: Or click Tools > Program Settings from the top menu as shown in the following display: The PayPunch [Program Settings] window displays. 2 Complete the common registration settings and click the Track changes box to retain a history of changes to punch registrations. Note: The Track changes option is available only in the Professional and Enterprise Editions. 3 Click OK to set the common company parameters. Click Cancel to close the window and discard any current entry. PayPunch User Guide.doc 5-5
Managing Companies Editing Companies 1 Click Companies from the lower left menu, or from the top menu, click Companies > Edit Companies. 2 Click on the company name to select the company to edit. 3 Click Edit Company from the left menu. The PayPunch [Company Edit] window displays. 4 Make the necessary changes in the Company Details fields and click OK. The company you edited appears in the center Employee Tree pane and in the Companies pane and includes the changes you made. Deleting Companies 1 Click Companies from the lower left menu, or from the top menu, click Companies > Edit Companies. 2 To select a company to delete, click on the company name from the Employee Tree or in the Companies pane. 3 Click Companies from the lower left menu, or from the top menu, click Companies > Edit Companies. PayPunch User Guide.doc 5-6
Managing Companies 4 Click Delete Company from the left Companies Edit menu. The following warning window displays: 5 Click Yes. 6 The deleted company no longer appears in the center Employee Tree pane or in the Companies pane. If you attempt to delete a company that has employees, the following sample warning window displays: PayPunch User Guide.doc 5-7
Managing Companies 7 Click Yes to delete the company, its employees, and attendance records or continue to Step 8. Note: Once you delete employees and attendance records, they are removed from the database and cannot be retrieved. 8 Click No to keep the company and its employees. PayPunch User Guide.doc 5-8
Managing Departments Chapter 6 Managing Departments This section details the following tasks for managing departments: Add Departments Edit Departments Delete Departments Adding Departments Use the following procedure to add departments for each company that you created in Chapter 5, Managing Companies. To Add a Department: 1 Click Departments from the lower left menu pane as shown in the following display.. PayPunch User Guide.doc 6-1
Managing Departments 2 Click Add Department from the left menu. 3 In the Department Name field, type a department name. 4 Click Add to add the department and continue adding more departments or click OK to save the changes and end the Department Add session. Click Cancel to close the window without saving any of the information. The added department displays in the Employee Tree and Departments pane. Note: If you clicked Add and added several departments, then clicked Cancel, only the current entry gets canceled. The entries prior to canceling do not get discarded and are added to the Employee Tree window pane and Departments pane. Editing Departments Use the following procedure to edit department names. To Edit a Department: 1 Click Departments from the lower left menu. 2 Click Edit Department from the left menu. The PayPunch [Department Edit] window displays. 3 In the Department Name field, change the department name by typing the new department name over the previous name. PayPunch User Guide.doc 6-2
Managing Departments 4 Click OK. 5 The corrected department name displays in the Employee Tree and Departments pane. 6 To edit additional departments, repeat Steps 2 4. Deleting Departments Use the following procedure to delete department names. To Delete a Department: 1 Click Departments from the lower left menu. 2 To select a department to delete, click on the department name from the Employee Tree or in the Departments pane. 3 Click Delete Department from the left menu. The following warning window displays. 4 Click Yes. The deleted department name no longer displays in the Employee Tree and Departments pane. PayPunch User Guide.doc 6-3
Managing Departments 5 If you attempt to delete a department that has employees, the following warning window displays and you must do one of the following: a) Move the employee(s) to another department or b) Delete the employee(s) before you delete the department. c) Click the red X box in the upper right corner to keep the department. d) Click OK to delete the department and all of its employees. 6 When all employees for that department have been moved or deleted, delete the department by repeating Steps 2 4. 7 To delete additional departments, repeat Steps 2 4. PayPunch User Guide.doc 6-4
Managing Employees Chapter 7 Managing Employees This section details the following tasks for managing employees: Add Employees Edit Employees Delete Employees Employee Attendance Adding Employees Use the following procedure to add employees for each department that you created in Chapter 6, Managing Departments. To Add an Employee: 1 Click Employees from the lower left menu or click Employees > Edit Employees from the top menu. 2 Click the company or department name to which you want to add the employee. 3 Click Add Employee from the left menu. The following PayPunch [Add New Employee] window displays. PayPunch User Guide.doc 7-1
Managing Employees In the example, Joe Sharp is getting added to the Accounting department. Note: Make sure the Employee ID matches the ID on any time device you use. When adding a new employee, the Active check box is checked by default to indicate that there is an available PayPunch license for the employee. 4 Click Add to add the employee to the department and continue adding more employees to that department or click OK to save the changes and end the Employee Add session. Click Cancel to close the window without saving any of the information. 5 Joe s name now displays in the Employee Tree in the Accounting department. PayPunch User Guide.doc 7-2
Managing Employees Editing Employees Use the following procedure to edit employee information, such as address or phone number. To Edit an Employee: 1 Click Employees from the lower left menu or click Employees > Edit Employees from the top menu. 2 To select an employee and edit their information, click the employee name. 3 Click Edit Employee from the left menu. The following PayPunch [Employee Edit] window displays. In the displayed example, Joe s phone number was added because it was not included when he got added in the Add New Employee window. 4 Click OK save the changes in the employee s details, or click Cancel to close the window without saving any changes. PayPunch User Guide.doc 7-3
Managing Employees Placing an Employee on Inactive Status 1 Click the employee name of the employee that will not be currently working. 2 Click Edit Employee. 3 Click the Active check box to remove the check mark. 4 Click OK to save the changes and retain his information in an inactive state or click Cancel to exit the window without saving the changes. Example: The following shows Jim Sutherland now appears in the Employee Tree Shipping department and in the Employees pane as an inactive employee. His PayPunch license is now available for use for a new employee. PayPunch User Guide.doc 7-4
Managing Employees Deleting Employees Use the following procedure to delete employees and retain their PayPunch license for a new-hire employee to avoid buying additional licenses. PayPunch User Guide.doc 7-5
Managing Employees To Delete an Employee: 1 Click Employees from the lower left menu or click Employees > Edit Employees from the top menu. 2 To select an employee for deletion, click the employee name. 3 Click Delete Employee from the left menu. The following warning window displays. 4 Click Yes. The employee no longer appears in the Employee Tree or Employees window panes, but the license for Employee ID: 000000015 remains available for the next employee you add so you don t have to purchase another PayPunch license. Sorting the Employees List You can sort the Employees list by clicking the headers in the Employees pane. Your choice will reflect the same sorting order for each department and company. PayPunch User Guide.doc 7-6
Managing Employees Sort by Employee ID Click Employee ID as shown. The employees display by ID in numerical order. Sort by Last Name Click Last Name as shown. The employees display by alphabetical order of their last names. PayPunch User Guide.doc 7-7
Managing Employees Sort by First Name Click First Name as shown. The employees display by alphabetical order of their first names. Sort by Active or Inactive Status Click Active as shown. You can view all inactive employees first in the list, or click Active again to view all active employees first. PayPunch User Guide.doc 7-8
Managing Shifts Chapter 8 Managing Shifts (Professional and Enterprise Editions Only) This sections details the following tasks for managing shifts: Create Shifts/Assignments Rounding Details Rounding Rules Block Rounding Rules Edit Shifts/Assignments Delete Shifts/Assignments Creating Shifts and Rounding Details After you have created your organizational structure in PayPunch, including Companies, Departments, and Employees, you will need to create shifts. Each company or department can have their own set of shifts. Shifts can be assigned to the following: Employee(s), Department(s), or an entire Company. To Add a Shift: 1 Click Shifts/Assignment from the lower left menu. 2 Click Add Shift. PayPunch User Guide.doc 8-1
Managing Shifts 3 The PayPunch [Add New Shift] window displays. 4 Type a Shift Name, such as First, Second, Day, Night, and so on. Note: You will need to add different shifts separately. Complete the remaining fields according to the following table. PayPunch User Guide.doc 8-2
Managing Shifts Field Name Description Shift Details Shift Start Shift End Min. Registration Time The time when the work shift begins. The time when the work shift ends. The earliest an employee can punch in before a shift begins. For example, a shift begins at 7 AM, but the employee can punch in at 6:45 AM since the example defines a 6:00 AM minimum registration time. Max. Registration Time The latest an employee can punch out after the shift ends. For example, a shift ends at 3:30 PM, but the employee was asked to work for an extra 30 minutes. The employee can punch out at 4 PM since the example defines a maximum registration time of 4:30 PM. PayPunch User Guide.doc 8-3
Managing Shifts Break Deduction Break Deduction (min) Min Working Hours for Break Deduction This is the time that is automatically deducted from the total daily working hours. For example, if we put 30 in this field, then 30 minutes will be automatically deducted every shift from the total worked hours without employees having to punch out for their break. If you want employees to punch out for their break, then put 0 in this field. This is the number of hours an employee must work before the break is automatically deducted. For example, after an employee works 4 hours (04:00 entered in this field), a 30 minute break [30 would be entered in the Break Deduction (min) field] will be automatically deducted from the employee s total daily work hours. Rounding Details Round to (min) Round Down (min) When records come through a time clock device, they can be rounded. For example, put 15 in this field. This means that all times are going to be rounded to the nearest quarter of an hours: 15, 30, 45 and 00. Sets the rule on how to round the time. For example, if we put 5 in this field, then the first 5 minutes will get rounded down and the remaining times will get rounded up. PayPunch User Guide.doc 8-4
Managing Shifts Break Deduction In PayPunch Enterprise, you can set different rules for punching in and out. Round Up (min) This field gets automatically populated based on the Round to and Round Down values. Block Rounding Rules (PayPunch Enterprise Edition Only) Registration In Registration Out The Block Rounding Rules in the right pane allows you to set specific times and overrides any settings in the Rounding Details. This rule applies only when the record comes through the time clock. For example, you can add a rule to Registration In so that if an employee punches in between 6:00am and 7:00am, then the time will be rounded to 7:00am. 5 Click Apply to create the shift and rounding rules and add another shift or click OK to end the Add New Shift session. Click Cancel to close the window without saving the information. PayPunch User Guide.doc 8-5
Managing Shifts Editing Shifts 1 Click Shifts/Assignment from the lower left menu. 2 Click Edit Shift. The PayPunch [Shift Edit] window displays. 3 Make changes to any of the fields. Note: If you change any rounding rules, they only take effect from that point forward so that previous payroll records are not affected. 4 Click OK to save the changes to the shift and/or rounding rules; or Cancel to close the window without saving the information. Deleting Shifts 1 Click Shifts/Assignment from the lower left menu. 2 Click the Shift Name in the Shifts pane located on the right. 3 Click Delete Shift. A warning window displays asking if you want to delete the selected shift. 4 Click Yes to delete the shift; or No to close the window and keep the shift. PayPunch User Guide.doc 8-6
Managing Shifts Assigning Shifts PayPunch allow you to assign shifts to many employees, an entire department, or an entire company. To Assign Shifts: 1 Click Shifts/Assignment from the lower left menu or Employees > Assign Employees to Shifts. 2 Click the Shift Name in the Shifts pane located on the right. 3 Click the check box of each Company, Department, or Employee to apply the selected shift. PayPunch User Guide.doc 8-7
Managing Shifts 4 In the Shift Assignment pane, click a day to apply the shift or click on a day and drag the mouse across several days to apply the shift. 5 From the lower right corner next to the calendar, click Apply Changes. The days are highlighted in bright blue to show the current shift assignment. PayPunch User Guide.doc 8-8
Managing Shifts To Assign Shifts in Advance: Use the following arrows located to the left and right of the month and year on the calendar to assign shifts in advance: Left Down Arrow Takes you to the previous month. Left Up Arrow Takes you to the next month. Right Down Arrow Takes you to the previous year. Right Up Arrow Takes you to the next year. If you forget to assign a shift, it will appear in the reports as an error. You can edit the assigned shift and make corrections. To Edit Assigned Shifts: 1 Click Shifts/Assignment from the lower left menu or Employees > Assign Employees to Shifts. 2 Click the company, employee, or department name to the shift you want to edit. 3 Click Edit Shift. The PayPunch [Shift Edit] window displays. 4 Make changes to any of the fields 5 Click OK to save the changes to the shift; or Cancel to close the window without saving the information. 6 Click Apply Changes. PayPunch User Guide.doc 8-9
Managing Shifts To Delete Assigned Shifts: 1 Click Shifts/Assignment from the lower left menu or Employees > Assign Employees to Shifts. 2 Click the company, employee, or department name in the Employee Tree pane. 3 Click Delete Shift. A warning window displays asking if you want to delete the selected shift assignment. 4 Click Yes to delete the shift assignment; or No to close the window and keep the shift assignment. PayPunch User Guide.doc 8-10
Managing Exceptions Chapter 9 Managing Exceptions (Enterprise Edition Only) This section details the following tasks for managing exceptions: Create Exceptions Edit Exceptions Delete Exceptions Creating Exceptions By default, exceptions are not pre-defined in the software. You must define your own, such as Paid Holiday, Paid Sick Day, Vacations, and so on. To Add Exceptions: 1 Click Exceptions/Assignment from the lower left menu. Or from the top menu, click Employees > Assign Employees to Exceptions. PayPunch User Guide.doc 9-1
Managing Exceptions 2 From the left menu, click Add Exception. The PayPunch [Add New Exception] window displays. 3 Type the Exception Name (Examples: Holiday, Sick Day, and Vacation). 4 Enter the number of Paid Hours that applies to the Exception. 5 Enter the Coefficient pay, which is the pay the employee receives if they do work on the exception day. For example, if you put 1.5 in this field and the employee works 6 hours on a day when the exception is assigned, their work hours will be multiplied by 1.5. 6 If the exception hours are to be included in overtime, click the check box. Otherwise, leave the box unchecked. 7 If the employee working hours on the day the exception is assigned are to be included in overtime calculations, click the check box. Otherwise, leave the box unchecked. 8 Click Add to create the exception and add another one, or click OK to add the exception and end the Add New Exception session. Click Cancel to close the window without saving the changes. PayPunch User Guide.doc 9-2
Managing Exceptions Editing Exceptions To Edit an Exception: 1 Click Shifts/Assignment from the lower left menu. 2 Click Edit Exception. The PayPunch [Exception Edit] window displays. 3 Make changes to any of the fields 4 Click OK to save the changes to the exception; or Cancel to close the window without saving the information.. Deleting Exceptions To Delete an Exception: 1 Click Exceptions/Assignment from the lower left menu. 2 Click the Exception Name in the Exceptions pane located on the right. 3 Click Delete Exception. A warning window displays asking if you want to delete the selected exception. 4 Click Yes to delete the exception; or No to close the window and keep the exception. PayPunch User Guide.doc 9-3
Managing Exceptions Assigning Exceptions To Assign Exceptions: 1 Click Exceptions/Assignment from the lower left menu or Employees > Assign Employees to Exceptions from the top menu. 2 Click the Exception Name in the Exceptions pane located on the right. 3 Click the check box of each Company, Department, or Employee in which to apply the selected Exception. 4 In the Exceptions Assignment pane, click a day to apply the exception or click on a day and drag the mouse across several days in which to apply the exception (such as, a week of vacation time). PayPunch User Guide.doc 9-4
Managing Exceptions 5 6 From the lower right corner next to the calendar, click Apply Changes. 7 The following displays the Accounting department showing two holiday exceptions as two company-paid holidays. The boxes following the holiday exception indicates that one or more of the employees in the Accounting department are taking three vacation days. PayPunch User Guide.doc 9-5
Managing Exceptions To Edit Assigned Exceptions: 1 Click Exceptions/Assignment from the lower left menu or Employees > Assign Employees to Exceptions. 2 Click the company, employee, or department name of the exception you want to edit. 3 Click Edit Exception. The PayPunch [Exception Edit] window displays. 4 Make changes to any of the fields. 5 Click OK to save the changes to the exception; or Cancel to close the window without saving the information. 6 To change exception days, click the days the exception changes occur on the calendar. Example: If the employee has 3 days off marked on the calendar, but decided to take those days at another time, click on the current marked days to deselect, and add exceptions to the days the employee is now requesting. 7 Click Apply Changes. PayPunch User Guide.doc 9-6
Managing Exceptions To Delete Assigned Exceptions: 1 Click Exceptions/Assignment from the lower left menu or Employees > Assign Employees to Exceptions. 2 Click the company, employee, or department name in the Employee Tree pane. 3 Click Delete Exception. A warning window displays asking if you want to delete the selected exception. 4 Click Yes to delete the exception, or No to close the window and keep the exception. PayPunch User Guide.doc 9-7
Registering Employee Attendance Chapter 10 Registering Employee Attendance You can manage employees punch times by clicking the Employee Attendance icon in the Employees tab or the Employee Attendance button in the left menu pane. In the Details Working Hours pane, the punch times in black are those that come through the device, or other registration methods, and are rounded based on the rules. The times shown in blue are the manual inputs that are done when you need to register punch times (for example, an employee forgets to punch in or out; or punched in or out twice, etc.). Manual records do not get rounded. The following procedures describe how to use the following menu selections: Add Registration Use when an employee forgets to punch in or out. Edit Registration Use to change punch in or out times. Delete Registration Use to delete incorrect punch times. PayPunch User Guide.doc 10-1
Registering Employee Attendance Viewing Attendance Change History Use to view the details of changes to punch times. Show Deleted Registrations Use to show a list of all deleted punch times. Adding a Registration 1 Click the Employees tab from the top menu and Employee Attendance; or click Employee Attendance from the lower left menu. 2 Click Add Registration. The PayPunch [Add New Registration] window displays. 3 To add the punch time, select the date and time. 4 Enter the name of the person approving the time (Optional). Note: History is available only in the Professional and Enterprise Editions when the Track changes option box is selected. 5 Type the reason for the added time (Optional). Note: History is available only in the Professional and Enterprise Editions when the Track changes option box is selected. 6 Click OK to accept the changes or Cancel to discard. PayPunch User Guide.doc 10-2
Registering Employee Attendance Editing a Registration 1 Click the Employees tab from the top menu and Employee Attendance; or click Employee Attendance from the lower left menu. 2 Click Edit Registration. The PayPunch [Registration Edit] window displays. 3 To replace the current punch time, enter the new date and/or time. 4 Enter the name of the person approving the edited time (Optional). Note: History is available only in the Professional and Enterprise Editions when the Track changes option box is selected. 5 Type the reason for the updated time (Optional). Note: History is available only in the Professional and Enterprise Editions when the Track changes option box is selected. 6 Click OK to accept the changes or Cancel to discard. PayPunch User Guide.doc 10-3
Registering Employee Attendance Deleting a Registration 1 Click the Employees tab from the top menu and Employee Attendance; or click Employee Attendance from the lower left menu. 2 Click Delete Registration. The Warning window displays. 3 Enter the name of the person approving the deleted punch time (Optional). Note: History is available only in the Professional and Enterprise Editions when the Track changes option box is selected. 4 Type the reason for deleting the time (Optional). Note: History is available only in the Professional and Enterprise Editions when the Track changes option box is selected. 5 Click Yes to delete the punch time or No. PayPunch User Guide.doc 10-4
Registering Employee Attendance Viewing Attendance Change History 1 Click the Employees tab from the top menu and Employee Attendance; or click Employee Attendance from the lower left menu. 2 Double-click on the blue time input (manual input). The PayPunch [Registration Edit] window displays. 3 Click the Show details button to view the time input history. The PayPunch [Registration Edit] window extends to show the details of the time input, including the original time record. PayPunch User Guide.doc 10-5
Registering Employee Attendance 4 To return the time to the Original Registration (in the displayed example: 8:00 AM), click the Roll Back Registration button. The record displays the original punch time of 8:00 AM in the Details Working Hours pane for the selected employee. 5 If you want to leave the time as is, click OK. PayPunch User Guide.doc 10-6
Registering Employee Attendance Showing Deleted Registrations 1 Click the Employees tab from the top menu and Employee Attendance; or click Employee Attendance from the lower left menu. 2 Click Show Deleted Registrations. The Deleted Records window displays. 3 If you need to undo a deleted time: Click to check the Undo box next to the time you don t want deleted. 4 Click the Undo Selected button. The record no longer appears in the Deleted Records window and the original device time reappears in the Details Working Hours pane for the selected employee. 5 Click OK. PayPunch User Guide.doc 10-7
Generating Reports Chapter 11 Generating Reports This section covers the following PayPunch reports: Time Card Report Inconsistency Report On Site Status Report Access Time Report Absence Report Latecomers Report Early Out Report Saved Hours Report Employee Schedule Report Access the reports from the Reports tab in the top menu. The following table describes each report type. Report Time Card Description This is the main report that allows a choice of viewing a Detailed Report (shows the day-by-day details) or a Summary Report (skips the details and only shows PayPunch User Guide.doc 11-1
Generating Reports Report Description overall hours worked). Inconsistency Shows a list of records that have problems, such as records missing a punch out or an unidentified record designated by red question marks (???), so you can go into PayPunch and correct the problems. On Site Status Access Time Absence Latecomers Early Out Saved Hours Employee Schedule Time Card Export Custom Reports Shows a list of employees that are currently working. Also, you can use this report to view employees who have not arrived for their shift. Simply gives you a list of punches, which can be used to check the biometric device. Shows a list of employees who do not report for their assigned shift. Shows a list of employees who arrive after their shift begins. Shows a list of employees who are leaving before their shift ends. Allows you to view if you are gaining or losing time because of a rounding rule so you can adjust the rounding in the Shifts/Assignment. This report allows you to view the schedules for one person, one department, or the entire company. This report allows you to export the Time Card Report to CSV or Excel format. You can create or modify existing reports. This is an advanced option that requires coding knowledge. The following sections show examples of each of the reports. PayPunch User Guide.doc 11-2
Generating Reports Time Card Report When you select a report to view, the PayPunch [Time Card Report Options] window displays where you can choose what time specifics to include in the report and the company, departments, and/or employees you want to see in the report. The following is an example of the Time Card Report Options window. PayPunch User Guide.doc 11-3
Generating Reports 1 Click the company, department, or employee to include in the report. The example shows that the report will only include the Manufacturing department. 2 Click the single right arrow to move the manufacturing employees to the right pane. 3 Alternatively, you can click the double-right arrows to move all employees to the right pane. 4 Click OK. The report displays. You can save, print, or close the report. The following is an example of the detailed Time Card Report. PayPunch User Guide.doc 11-4
Generating Reports PayPunch User Guide.doc 11-5
Generating Reports Inconsistency Report The following displays an Inconsistency Report showing that Katy punched in after her designated shift. PayPunch User Guide.doc 11-6
Generating Reports On Site Status Report The following displays an On Site Status Report. PayPunch User Guide.doc 11-7
Generating Reports Access Time Report The following is an example of an Access Time Report. PayPunch User Guide.doc 11-8
Generating Reports Absence Report The following is an example of the Absence Report. PayPunch User Guide.doc 11-9
Generating Reports Latecomers Report The following is an example of the Latecomers Report showing when the shift began and who punched in after the shift start. PayPunch User Guide.doc 11-10
Generating Reports Early Out Report The following is an example of the Early Out Report showing who punched out before their shift ended. PayPunch User Guide.doc 11-11
Generating Reports Saved Hours Report The following is an example of the Saved Hours Report, resulting from the rounding rules. PayPunch User Guide.doc 11-12
Generating Reports Employee Schedule Report The following shows an example of the Employee Schedule Report. The next example shows that the report continues and includes all three shifts. PayPunch User Guide.doc 11-13
Generating Reports PayPunch User Guide.doc 11-14
Generating Reports Time Card Export Report 1 You can export the Time Card Report data to a CSV, MS Excel, or other file types. From the top menu, click Reports > Time Card Export. The PayPunch [Time Card Export Options window displays. 2 Click the company, department, or employee to include in the report. The example shows that the report will only include the Customer Service and Human Resources departments. 3 Click the single right arrow to move the employees to the right pane, which gets included in the report. PayPunch User Guide.doc 11-15
Generating Reports 4 Alternatively, you can click the double-right arrows to move all employees to the right pane. 5 Click OK. The Time Card Export Report displays with the option in the top toolbar to choose the export option. 6 Choose the file type in which to export the Time Card Report. 7 Complete the Export Settings fields. PayPunch User Guide.doc 11-16